PMBOK ® Guide: Tools for Competent and Proficient Management

(Project Management Institute, 2013)

As an Embry-Riddle Aeronautical University course project, I have to develop a professional portfolio to showcase my competency and proficiency within the PMBOK® Guide knowledge area/process group matrix. Focusing on the Project Communications Management knowledge area, I will discuss Plan Communications Management, Manage Communications, and Control Communications within the Process Groups.

So why did I choose Communications Management, besides the obvious fact that I am in a Project Management Communication course? The main reason, communications is the key to project success! Just look at the definition of Project Communications Management: The Project Communications Management knowledge area includes “the processes that are required to ensure  timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information” (Project Management Institute, 2013 pg. 287). This encompasses all the important, vital, critical aspects of the project. Without accurate and continuous communications, the project is assured to fail.

So let’s look at what the Communications Management knowledge area contains.

 Plan Communications Management

The PMBOK® definition of Plan Communications Management states that this is “the process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets” (Project Management Institute, 2013 pg. 287).

This was an easy choice. The Plan Communications Management outlines the full communications spectrum. What better way to show competency in project management than to expertly craft a well-developed Communications Management Plan, which is the output of Plan Communications Management. “The devil is in the detail”.

So what are some of the tools and techniques available under this process? Here is a list with brief description.

-          Communications Requirements Analysis- determine the needs of the project stakeholders.

-          Communication Technology- the type, extent, and frequency of communications.

-          Communication Models- understanding how the message (communication) is sent and received. Have to verify message receipt and understanding.

-          Communication Methods-  will the communications be interactive, push, pull, or a combination.

-          Meetings- The holy grail of information sharing. This is where all details, updates, and other reports are hashed out and/or shared.

The Project Charter Document

In my earlier blog, I discussed the Business Case. For those that missed it (or just glossed over it), here is the link for reference. The Business Case is one powerful document. In addition, just as powerful is the Project Charter.

The Project Charter includes the project’s purpose, scope, goals, budget, timeliness, resources, critical success factors, and expected benefits (Dow & Taylor, 2015). This information provides the answers and information the project team (and stakeholders) need to start the project. A well-researched and crafted charter can motivate a team, and keep stakeholders engaged, giving everyone details like WHY they are doing the project and what they hope to ACCOMPLISH.

This, I chose, because working on a team, I like to know the details of why I’m doing something and what we hope to achieve. Motivation and sense of accomplishment are what keep me engaged in any project.

The Project Kick-Off Meeting

Okay, I’m sure I’m getting some eyes rolls on this one. Though not an absolute requirement, this is an industry best practice. However, the reason I chose this to be added on my list is, in one word, FUN! What better opportunity way to showcase competency and proficiency than to motivate a team to success! “Kicking off a project, forming a project team, and coming together to perform a goal is exciting” (Dow & Taylor, 2015 pg. 445).

The Project kick-Off Meeting allows the project manager to bring everyone together and provide details such as the scope, goals, objectives, and project background. Here is the opportunity to create excitement and enthusiasm. A project manager is a leader. A leader has to be knowledgeable, respected, and be charismatic! The leader has to convey confidence and, in reality, a little showmanship.

That is my short list for now readers. As always, I want to thank you for reading and appreciate all feedback.

References

Dow, W., & Taylor, B. (2015). Project management communication tools. Renton, WA: Dow Publishing LLC.

Project Management Institute. (2013). A guide to the project management body of knowledge (PMBOK guide) (5th ed.). Newtown Square, PA: Project Management Institute, Inc.

Tools/Techniques to Make Project Manager’s Life Easier

So, you have been tasked to start a project. If you are new to the project management world, you probably don’t have much in your project toolbox. So what tools and techniques will make your life easier?  I am glad you asked! Here is a summary of just a couple of tools a project manager has as his/her disposal.

The Business Case

This is one valuable document! This document can be used to justify and explain the project. This is one of the first documents the project manager will create. Now, here is the best part; the customer, not the project manager, should be the one creating this document.  

So what does the Business Case contain? 

Here is a sample of a Business Case Table of Contents (Dow & Taylor, 2015):

Chapter	Description
1	Introduction
2	Executive Summary
3	Project Background
4	Current Problem Statement
5	Business Value Statements
6	Proposed Options
7	Proposed Project Solution
8	Proposed Costs
9	Proposed Resources
10	Proposed Time Frame
11	Major Risks
12	Document Sign-off & Approval

Analyzing the Business Case Table of Contents, it becomes painfully obvious that just about all the pertinent information about the project will be contained in this document. One stop shopping! This document can be used to garner support from key stakeholders. “Without a business case, the proposed project lacks justification and purpose and may likely never get off the ground” (Dow & Taylor, 2015 pg. 143).

The Document Control System

Ay, the part every person, across all industries, loves: paperwork! Of course, this was a touch of sarcasm. Not everyone loves the paperwork aspect of the job. Believe me, I had my fair share of following up my employees to complete necessary forms. However, the old adage rings true here: “The job is not complete until the paperwork is done!”

So how can a project manager make this aspect easier?  The Document Control System is the answer!

The document control system is the center point, the library, of the project information. This can be either a manual file system, electronic file system, or a hybrid of both. Now, there is even the option of keeping the documentation file system “in the cloud”! Think about how easy it would be to share information and create back-ups?! Of course, security and access controls should always be number one priority!   

As the central hub of project documents, the Documentation Control System is unlike any other tool. “One of the benefits of the document control system is that you can put all of your project documents into the document control system and anyone with access can pull the information” (Dow & Taylor, 2015 pg. 338). Think of how much time this can save! One system, controlling access to all docs, with on-demand availability.

Planning for the Documentation Control System should be one of the first steps of a project manager. “One of the most important steps in planning and preparing to use this tool is setting up the project’s directory structures” (Dow & Taylor, 2015 pg. 341). Putting the structure in place early ensures strict adherence to document filing, systems of control, and access permissions of stakeholders.

This system is critical and will be used daily before, during, and after project completion. Want life on easy street? Develop a Documentation Control System!

This is just a small sampling of tools and techniques available to the project manager. Other tools available could include:

-         

- The Circle-of-Communications Chart (discussed in my previous blog, Communication Plan: Tools and Templates)  

-          The Communication Plan (see Project Management Communication Tools by William Dow , PMP and Bruce Taylor)

-          The Project kick-Off Meeting (discussed in my previous blog, What's the deal with Kick-Off Meetings and Meeting Minutes?)

-          The Project Organization Chart (discussed in my previous blog, Communication Plan: Tools and Templates)  

Utilize the many templates and techniques laid by Project Managers. Tailor the tools and techniques to match your project. Manage your project easier whole placing your focus where it belongs, on the project result!

References

Dow, W., & Taylor, B. (2015). Project management communication tools. Renton, WA: Dow Publishing LLC.

Project Management Institute. (2013). A guide to the project management body of knowledge (PMBOK guide) (5th ed.). Newtown Square, PA: Project Management Institute, Inc.